Jobs.KRD Organization

Executive Personal Assistant

Job Overview

Job Title: Executive Personal Assistant

Location: Erbil, Kurdistan Region of Iraq

Organization: Affiliate of Jobs KRD 

 

Job Description:

Overview: As an Executive Personal Assistant, you will play a crucial role in providing comprehensive support to high-level executives or senior management within an organization. You will act as a primary point of contact, managing their schedules, organizing meetings, handling correspondence, and ensuring the smooth operation of their daily affairs. The role requires exceptional organizational skills, discretion, and the ability to prioritize tasks efficiently.

 

Responsibilities:

  1. Calendar Management: Coordinate and manage the executive’s calendar, scheduling appointments, meetings, and travel arrangements while ensuring optimal use of their time.
  2. Communication Management: Act as a gatekeeper for the executive, screening and managing phone calls, emails, and other correspondence. Draft and prepare documents, reports, and presentations as needed.
  3. Meeting Coordination: Arrange and organize meetings, conferences, and events, including logistics, agendas, and materials preparation. Attend meetings to record minutes and follow up on action items.
  4.  Guest and Employee Logistics: Facilitate the coordination and logistics for guests visiting the office, ensuring a smooth experience. Arrange accommodations, transportation, and any necessary arrangements. Additionally, assist in coordinating employee events, team-building activities, and office celebrations.
  5. Procurement Support: Assist in the procurement process by liaising with vendors, obtaining quotes, and placing orders for office supplies, equipment, and other procurement needs. Ensure timely delivery and manage inventory levels to meet operational requirements.
  6. Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodations, transportation, and visas. Anticipate potential travel issues and provide solutions proactively.
  7. Information Management: Maintain accurate and up-to-date records, files, and databases. Conduct research and compile data as required for projects, presentations, or reports.
  8. Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times. Exercise sound judgment in dealing with confidential matters.
  9. Task Prioritization: Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met and objectives are achieved. Anticipate the executive’s needs and proactively address them.
  10.  Relationship Management: Build and maintain effective relationships with internal and external stakeholders, including clients, colleagues, and partners. Serve as a liaison between the executive and various departments within the organization.
  11. Problem Solving: Identify challenges and obstacles in the executive’s workflow and implement effective solutions. Troubleshoot issues as they arise and escalate complex matters to the appropriate channels.
  12.  Ad Hoc Support: Provide additional administrative support as needed, including expense management, filing, and general office duties. Adapt to changing priorities and work effectively under pressure.

Requirements:

  1. Work experience as an Executive Assistant, Personal Assistant, or similar role, preferably supporting senior executives or C-level management.
  2. Bachelor’s degree in business, management, or a related field.
  3. Excellent knowledge of MS Office suite, including Word, Excel, and PowerPoint, with the ability to create and edit documents, spreadsheets, and presentations efficiently.
  4. Outstanding organizational and time management skills, with the ability to prioritize tasks effectively in a fast-paced environment.
  5. Familiarity with office gadgets and applications, such as e-calendars, project management tools, and copy machines.
  6. Excellent verbal and written communication skills, with the ability to interact professionally and effectively with internal and external stakeholders.
  7. Discretion and confidentiality in handling sensitive information and matters, demonstrating tact and professionalism in all interactions.
  8. Proficiency in English and Kurdish languages at an excellent level.

 

This combined job description, and requirements ensure that candidates understand the responsibilities and qualifications necessary for the Executive Personal Assistant role, including language proficiency in English and Kurdish.

 

Working Conditions:

Full-time, office-based role.

Working days: Sunday to Thursday.

40 hours per week.

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JOBS.KRD

NGO

Company mission

At Jobs.Krd, the vision is to seamlessly bridge the gap between young talent and prospective employers, empowering them with invaluable opportunities and support on their journey to success.

Company values

Through tailored solutions, strategic partnerships, and comprehensive skill development programs, JOBS.KRD strives to bridge the gap of unemployment and foster sustainable economic empowerment.

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